What is the purpose of this document?
Greenhatch Group Limited is a "data controller". This means that we are responsible for deciding how we hold and use
personal information about you. We are required under data protection legislation to notify you of the information contained
in this privacy notice.
This notice applies to our individual customers and suppliers, customer contacts, supplier contacts and other individuals
whose personal contact details we process in the course of our business. It makes you aware of how and why your personal
data will be used. This notice does not form part of any contract and we may update this notice at any time.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible
with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The kind of information we hold about you
We may collect, store, and use your personal contact details such as name, title, addresses, telephone numbers, and email
Where you are one of our individual customers or suppliers, we may hold payment or bank details for the purposes of taking
payments from you or making payments to you.
How is your personal information collected?
We collect personal information about you during the course of business, either directly from you, your employer/colleagues
or from other business associates e.g. architects.
How we will use information about you
In the course of business, we may need to use your personal information to contact you and/or to facilitate our business
relationship with your employer. It is in our legitimate interests to use your details in this way in the course of business.
Where you are an individual customer or supplier, we will use your details to perform the contract between you and us.
We may have to share your data with third parties, including third-party service providers and other entities in the group. In
addition, your personal data may be hosted or shared using third-party infrastructure or software providers, data sites or
systems. We require third parties to respect the security of your data and to treat it in accordance with the law.
Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the
working relationship with you or where we have another legitimate interest in doing so.
When might you share my personal information with third parties?
Where you are one of our suppliers we may be required to share information about you with HM Revenue & Customs.
We may share your personal information with other third parties, for example in the context of the possible sale or
restructuring of the business or in the context of debt collection when we pass your details onto our advisers or the Court.
In the context of a possible sale or restructuring, we will, so far as possible, share anonymised data with the other parties
before the transaction completes. Once the transaction is completed, we will share your personal data with the other parties
if and to the extent required under the terms of the transaction.
Transferring information outside the EU
Where we use third party systems e.g. accounting software, some of these third parties may be based outside the EEA so
their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by
ensuring at least one of the following safeguards is implemented:
- We may transfer your personal data to countries that have been deemed to provide an adequate level of protection
for personal data by the European Commission.
- Where we use certain service providers, we may use specific contracts approved by the European Commission
which give personal data the same protection it has in Europe.
- Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which
requires them to provide similar protection to personal data shared between the Europe and the US.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal
data out of the EEA.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used
or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those
employees, agents, contractors and other third parties who have a business need to know. They will only process your
personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable
regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will only retain your personal information for as long as is necessary after ceasing to have a business relationship with
you or your employer. We will usually delete customer data 6 years after the relevant work has been carried out.
Rights of access, correction, erasure, and restriction
Informing us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your
personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, you have rights under data protection laws in relation to your personal data, as set out below.
If you wish to exercise any of the rights set out below, please contact us at firstname.lastname@example.org. We may not
have to comply with your request but we would explain why if we believe we are entitled to refuse.
- Request access to your personal data (commonly known as a "data subject access request"). This enables you
to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or
inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you
provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there
is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal
data where you have successfully exercised your right to object to processing (see below), where we may have
processed your information unlawfully or where we are required to erase your personal data to comply with local
law. Note, however, that we may not always be able to comply with your request of erasure for specific legal
reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party)
and there is something about your particular situation which makes you want to object to processing on this ground,
as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are
processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have
compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing
of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our
use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no
longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of
your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. Where our systems allow, we will provide to
you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable
format. Note that this right only applies to information which is processed by automated means. We do not currently
hold client information in a form that is readily portable and it is unlikely we would be able (or required) to comply
with such a request.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will
not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your
consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time
you withdraw your consent.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge
a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with
your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your
personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed
to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your
request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request
is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Questions about this Privacy Notice
If you have any questions about this privacy notice or how we handle your personal information, please contact us at
email@example.com. You have the right to make a complaint at any time to the Information Commissioner's
Office, the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your
concerns before you approach the ICO so please contact us in the first instance.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we
make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information